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Everything you need to know about virtual phone systems

Virtual phone systems is a phrase that is frequently used in the business world. If you are a businessman and have no knowledge about it, you must learn them. Virtual phone systems provide you with a lot of benefits and are way better than traditional phone systems. Also, a virtual phone system provides you more functionality than the landlines. Before knowing the benefits, you must know what a virtual phone system is and how it works.

What is a virtual phone system?

A virtual phone system is a communication program that enables the users to manage their incoming and outgoing business calls on a desk phone or mobile phone.

Virtual phone system contains the functionality of traditional phones having additional functions. This system has a single platform, and various users on multiple devices access this platform. This system can be installed onto existing hardware, but you have to install the software to get access to this platform. This system exists on the internet and uses VoIP to make both outgoing and incoming calls. The calls through this system keep the users of different or same departments connected. A virtual phone system differs from the traditional phone system in various aspects:

  • You don’t have to dial numbers into hardware
  • You can record or track calls
  • Calls can be easily transferred
  • You can easily connect to other users via a single platform

A virtual phone system is a unique system and provides you with facilities that a traditional phone system can’t. This system helps the companies to enhance their productivity and team. In addition to the voice-over-internet protocol phone service, this system also enables features like SMS, business phone numbers, and voice mail transcription.

Moreover, this system is a cost-effective way that keeps your entire team connected. According to recent researches, about 40% of the employees work remotely. And this system allows you to work in or out of the office.

How does it work

A lot is going on before your phone actually rings. A virtual phone system is a unique communication infrastructure that connects calls between toll-free and local phone numbers.

VoIP forms the core of the virtual phone system. There are no physical lines, and only virtual extensions exist. Any existing phone numbers can be used, and this system converts your phone calls from analog sound to high-quality calls.

To maintain optimal performance, the VoIP providers set up an unnecessary network of data centers. Users get various capabilities to work and collaborate through this system. When a call arrives, it can be routed to an auto-attendant known as a phone tree. On the other hand, the landline system works differently. You are bound to the place where the telephone company installs it. There are wired connections.

The virtual phone system provides you with increased reliability, productivity, high-quality calls, and many advanced features that help you work better.

Benefits of virtual phone systems

  • Easy setup

The virtual phone system is easy to install and use. This system works anywhere; you just have to have a high-speed internet connection. You can easily install this system without the help of IT.

  • Effective cost

This system allows you to select the right features and lines that are ideal for you. Using this system, you will be able to save 65% compared to the traditional phone systems. The built-in features like auto-attendants, SMS, automatic call routing, call recording, or forwarding help you save even more.

  • Freedom to choose phone numbers

Employees working remotely have different phone number codes, which makes communication difficult. This is also challenging for the customers. A virtual phone system gives a professional identity to the team members working remotely and gives you the option to choose between a toll-free number and a local number.

  • Device options

The traditional phone system only allows you to take calls through a desk phone. Still, through a virtual phone system, you can receive calls using various devices, including a desktop, laptop, iPads, tablets, android, or iOS apps.

  • Maintain calls

Through this system, you can easily maintain incoming calls and transfer them to the right people. You can easily direct phone calls to your main number through auto-attendant, set up automatic call forwarding, or your team can handle the calls according to their availability.

  • Better team collaboration

This system results in better communication between the team members. You can stay on a single platform to connect to your team rather than juggling various apps. Also, it is less formal than email, and it doesn’t ping everyone in your project management app.

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